Slate Hiring/Rehiring Application

Slate's application functionality has been repurposed to handle the onboarding process for new and returning faculty members. The process of submitting an application places a checklist on the faculty member's record in Slate consisting of the various requirements necessary to be fully onboarding.

Prepopulating Data

In order to minimize redundancy and simplify the process, it is possible to prepopulate a record for a faculty member. That way, rather than having to re-enter information, they can simply verify information that you have entered on their behalf. The main steps of the process (expanded upon below) are:

1. Create a record for the individual in Slate.
2. Begin an application for them.
3. Create an applicant login for them.
4. Send the individual a link to reset their applicant login password.

Creating a Record for a Faculty Member:

1. Search for the person to see if s/he already has a record.
2. If a record does not exist, click the "New Person" button.
3. Enter the person's email address, first name, last name, and date of birth.
4. Click on his/her "Profile" tab to add additional information about the individual.

Creating an Application on Behalf of a Faculty Member

1. Navigate to the faculty member's record.
2. Click to their "Profile" tab.
3. Click the "Create Application" link.
   1. Select the appropriate application.
   2. Click the "Create" button.
4. Click the "Impersonate > Applications" link.
   1. Select the application type.
   2. Click the "Open Application" button.
5. Navigate through the application sections to enter relevant information.

Sending a Password Reset Link

1. Go to the faculty member's record.
2. Click to their "Profile" tab.
3. Click the "Account" link.
4. Next to Password, it says "Not Established." Click the "Reset" link next to that.
   1. Select for the faculty member to be redirected to the "Application Management (/apply/)" page.
   2. Click the "Reset" button.

Application Links (for faculty members)

New potential faculty members or those without an active UNI should be directed to complete the application here: https://faculty.sps.columbia.edu/apply.

Returning faculty members with an active UNI should be directed to complete the application here: https://faculty.sps.columbia.edu/manage/login?realm=&r=/apply/.

Completing an Application (faculty members)

If an application has been started on behalf of a faculty member, when they login (regardless of method), it will be listed under "Your Applications." Otherwise, they should click the "Start New Application" link and select the appropriate application.

Application Checklists

When a faculty member begins an application, it will appear as a tab on their profile with the name of the application type they are completing. Clicking into the appropriate application will display a list of checklist items. Some items on the checklist are ones that the faculty member completes themself. Others are one that are handled by the Faculty Affairs team. As the faculty member completes checklist items, they automatically become marked as received. For other steps of the process, members of the Faculty Affairs team can select from the following options:

• Awaiting - (Will be selected by default). If an item was inadvertently marked as received, it should be changed to "awaiting."
• Received - Completed items should be marked as "Received."
• Received a Copy - This should be marked if there is an item that can be sent as an official document, but the individual sends a duplicate.
• Waived - If, due to particular circumstances, an individual is not expected to fulfill a particular requirement, it can be marked as "waived."
• Hide - Removes an item from an individual's checklist.
• Scan - Provides the opportunity to add an item to the individual's record and mark it as complete.

Uploading Documents

Required documents can be uploaded to a faculty member's record one of two ways:

1. Click to the "Materials" tab of the their profile. 
   1. Click the New Material Link
   2. Complete the form that pops up.
2. Click to the application.
   1. On the checklist item, select "Scan."
   2. Complete the form that pops up.

The first approach should be used if the item being uploaded applies to the individual on a permanent basis. The second approach should be used for items that are application-specific (if the faculty member will have to upload the same item in a re-hire scenario).

Editing an Application

If you become aware of information in an application that needs to be changed, you can do it on behalf of the faculty member. To do that:

1. Navigate to their profile.
2. Click to the tab for the application to be deleted.
3. Click the "Impersonate > Applications" link (in the column on the right).
4. Select the appropriate application.
5. From there you can navigate to the appropriate pages of the application to edit the details.

Deleting an Application

If an incomplete (or complete) application should be removed from a person's record:

1. Navigate to their profile.
2. Click to the tab for the application to be deleted.
3. Click the "Edit Application Details" link (in the column on the right).
   1. Click the "Delete" button.
   2. Confirm that you want to delete the application.